Data Model25% of the exam
Data integrity: validation rules, required fields and duplicates
Which tool keeps bad data out of Salesforce: required fields for values every record needs, validation rules for formats and conditions, picklists (restricted and dependent) and record types for consistent choices, and matching and duplicate rules plus merging for duplicates.
Given a scenario, determine which tool to use to ensure data integrity.
~8 min read · 12 practice questions ·
What the exam expects
- Choose a required field when every record must have a value, and a validation rule when the value must follow a format or a condition.
- Predict what a user sees when a validation rule's formula returns True.
- Replace free text with a picklist, and pick a restricted or dependent picklist from the requirement.
- Use record types when different groups need different picklist values and page layouts.
- Name the two parts of duplicate management, the actions a duplicate rule can take, and how to fix duplicates that already exist.
Key terms:
- Validation rule: a formula that returns True when data is invalid and shows an error instead of saving.
- Required field: a field users must fill in before they can save.
- Restricted picklist: a picklist that accepts only its defined values, even from the API.
- Matching rule: how records are compared to find duplicates.
- Duplicate rule: what happens when a user starts creating a duplicate.
Key facts
Validation rule result
- Detail
- True means invalid: the error message shows and the record isn't saved
Error message location
- Detail
- Near a field or at the top of the page
Fields not on the layout
- Detail
- Validation rules still apply to new and updated records
Where to create a validation rule
- Detail
- Setup, Object Manager, the object's Validation Rules
Required by condition
- Detail
- A validation rule can check whether a field is blank
Unrestricted picklist
- Detail
- Blocks new values in the UI but not via the API, automation or apps
Dependent picklist
- Detail
- Filtered by a controlling picklist or checkbox on the same record
Record types
- Detail
- Different business processes, picklist values and page layouts per user group
Duplicate detection
- Detail
- Matching rules identify; duplicate rules decide what happens
Default duplicate rule actions
- Detail
- Alert the user and report on duplicates created
Existing duplicates
- Detail
- Merge duplicate leads, accounts and contacts
Sources for this section (7)
- Validation Ruleshelp.salesforce.com (opens in a new tab)
- Create Validation Rulestrailhead.salesforce.com (opens in a new tab)
- Improve Data Qualitytrailhead.salesforce.com (opens in a new tab)
- Get Started with Pickliststrailhead.salesforce.com (opens in a new tab)
- Tailor Business Processes to Different Record Types Usershelp.salesforce.com (opens in a new tab)
- Manage Duplicate Recordshelp.salesforce.com (opens in a new tab)
- Customize Duplicate Ruleshelp.salesforce.com (opens in a new tab)
- Why use a validation rule instead of a required field for a value needed only under a certain condition?
- When should a picklist be restricted?
- Which two components work together to find and handle duplicate records?
- What does a user see when a validation rule fails?
The questions are free to read. Answers with their sources and self-grading are included with the pack.
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